Explanation
BACKGROUND: To establish a contract for the option to purchase Various Asphalt Concretes for the Trasportation Division, the largest user. The term of the proposed option contract will be three years with an option to renew for one additional year if mutually agreed. Contract expiration date is April 30, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001603). Formal bids were opened on April 18, 2005. Twenty - seven (MAJ:23, M1A:4) bids solicited; five (MAJ:5) bids received.
Apple-Smith Corp. submitted a complete bid for items 1 and 2, item four, items 6 through 8, items 10 and 11, and item 13. Kokosing Materials submitted a complete bid for items 1 through 7 and items 10 through 12. Miller Pavement Materials submitted a complete bid for items 1 through 5, items 8 and 9, and item 13. QPR - a division of Lafarge submitted a complete bid for item 6. Shelley & Sands, Inc. submitted a complete bid for items 1 ,2 and item 4. Since delivery costs and proximity to each specific job site will have a bearing on the lowest total, in accordance with the specifications, multiple bidders will be awarded contracts.
Apple-Smith Corp., Items 1 and 2, item 4, and items 6 through 8 are available at 3040 McKinley Ave. All items are available for delivery. After hours mobilization is available.
Kokosing Materials, Items 1, 3, and 5 through 7 are available at 4755 South High Street. Items 1 through 5 are available at 6189 Westerville Road. All items are available for delivery.
Miller Pavement Materials, Items 1 through 5, items 8 and 9 are available at 700 Hart Road. After hours mobilization is available.
QPR,- a division of Lafarge, Item 6 is available by delivery only.
Shelley & Sands, Inc., Items 1, 2 and item 4 are available at 3200 Jackson Pike / Grove City.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
Apple-Smith Corp., CC#31-1012654.
Kokosing Materials, CC# 31-0980603
Miller Pavement Materials , CC#31-1595128
QPR,- a division of Lafarge, CC#58-1290226
Shelley & Sands, Inc. CC#31-4351261
Total Estimated Annual Expenditure: $200,000.00
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. All City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contracts for an option to purchase Various Asphalt Concretes, with Apple-Smith Corp., Kokosing Materials, Miller Pavement Materials , QPR - a division of Lafarge, Shelley & Sands, Inc., to authorize the expenditure of four dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($5.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 18, 2005 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, all City agencies use Various Asphalt Concretes to maintain public property in an attractive, safe, and healthy manner, and the current contract is near expiration; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to ensure the City's public properties are safely maintained without interruption because without emergency action, no less than thirty-seven days will be added to the procurement cycle and that timing puts the availability of services at risk; and
WHEREAS, an emergency exists in the usual daily operation of the Transportation Division in that it is immediately necessary to enter into a contract for an option to purchase Various Asphalt Concretes, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance Director be and is hereby authorized and directed to enter into a contract for an option to purchase Various Asphalt Concretes in accordance with Solicitation No. SA001603 as follows:
Apple-Smith Corp., Items # 1, 2, 4, 6 through 8, 10, 11, and 13.
Kokosing Materials, Items # 1, 3, 5 through 7, and items 10 through 12 from 4755 South High Street Plant, and Items # 1 through 5, and 10 through 12 from 6189 Westerville Road Plant.
Miller Pavement Materials, Items # 1 through 5, 8, 9, and 13.
QPR - a division of Lafarge, Item # 6.
Shelley & Sands, Inc., Items # 1 ,2, and 4.
SECTION 2. That the expenditure of $5.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reasons stated in the preamble here to, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.